Email User Manual copy
Contents
1. Delete cnelson iprojects net au Once a new email account has been created it must be configured Enter the General Outgoing amp Incoming details for the account including Name Email Address Servers amp Ports Email User Manual v3 11 03 p5 UserGuide 2 2 General Tab On the General tab you can specify which of each user s account is the default When sending or receiving email this default account will be used first but any other of the user s accounts can be used On the General tab you can also specify the TimeOut value the number of seconds the plugin waits before receiving an answer from the specified email server Depending on your internet connection and speed of the specified email server this value may need to be changed The default value is 20 seconds General Outgoing Incoming Name Charles Nelson Address cnelson buildingtech com Timeout Default Account Outgoing Tab The Outgoing tab enables you to specify a signature Each account can have its own signature General Outgoing Inc Username cnelson buildingtech com Manage Password Reply cnelson buildingtech com SMTP Server smtp netregistry net SMTP Port 465 Authentication None Encryption None SSL Signature Kind regards Charles Charles Nelson LFRAIA AIA Incoming Tab The Incoming tab enables you to specify how to receive email for that account via POP or IMAP Whilst POP is more common IMAP is more flexible P2. X Days As the volume of email can be quite extensive the Management List list of emails such as Inbox Archive mail or All mail could become quite long and difficult to manage This limiter prevents email after a certain date to be displayed All email after this date can still be accessed however via the Click here link Mark Email As Restricted You can default the system so that all sent and or received email is marked as Restricted Only Users that have permission to manage restricted email can then see these emails This setting is only useful when the majority of email is sensitive Otherwise you can mark email as restricted on case by case basis Paths FileMaker can show rich or html emails via its in built browser It uses the Internet Explorer rendering engine on a PC and Safari on a Mac When rich emails are downloaded the content is converted to html code and for html emails the html code is already available In both cases the html code needs to be stored somewhere The same is true for attachments they must be stored somewhere on disk All attachments for all emails for all users are stored at this path The filenames are postfixed with an ID to ensure they are unique Attachments amp Rich Content should be stored at a location where all users have read write access from to i e a network drive Ideally this location should also be part of the organisation s nightly backup or more often if required This locatio
3. a connection to your email server is required Click the Refresh Folder List link to check the connection and download a list of folders you have available to receive email from Then click the new button and select which folder you would like to receive email from General Outgoing Incoming IMAP Folders Refresh Folder List Folder Name Project Name New TIP iProjects will automatically assign the email to an existing Contact in the database based on the From To CC or BCC address IMAP enables you to automatically assign the Project as well Simply select a Project for an IMAP folder and any email retrieved for that IMAP folder will be automatically assigned to the corresponding Project This like the other Email Account settings is user specific iProjects supports one folder only for each email If an email is assigned to two or more folders it will be assigned to the first folder checked in iProjects To facilitate this the Inbox is checked last Other folders are checked in the order they were added to iProjects Email User Manual v3 11 03 p7 UserGuide 2 2 User Settings Under the User Settings tab in Settings you can configure the default format type for sending new email and select whether to hide the dialog boxes when sending and receiving User Accounts system Account User Settings Sending Default Format For OText Rich HTML sending Email Hide Dialogue box TIP The dialog boxes
4. provide more accurate details on what actions are currently being performed for example the progress of an attachment upload by the email plugin When dialog boxes are hidden the area top right of screen will display basic details of the current email action Checking email for Account cnelson buildingtech com please wait Settings Even if you have checked to hide dialog boxes you will still be prompted to continue to download email if the number specified in User Settings is reached Prompt when receiving more than this many emails As receiving many emails can take a few minutes especially if those email contain large attachments this setting is useful for giving you an alert when a longer than normal wait is likely Email User Manual v3 11 03 p UserGuide 2 2 System Settings Send Email Via If you wish to only utilise iProjects quick method of creating a new email and attaching a form to it then specify Email Client This will create a new email with the attachment but send it via your Operating System s default email client e g Outlook or Mail If you wish to send amp receive email via iProjects then select FileMaker System or User Level If you only have one user you may select to use the System Account to send email but normally you will use this System Account just to configure the basic details of each User Account so they do not have to be re keyed each time Limit Management List To
5. the System Account are used TIP If each email account is based on the same domain i e their server port etc details are all the same then enter these common System details within the Email Module under Settings gt System Account Otherwise leave the System Account blank User Accounts System Account User Settings System Settings Save Load Paths Outgoing i Incoming Name Building Technology Address cnelson buildingtech com If you only have one user you can use the Username cnelson buildingtech com System Account Manage Password The details of the System Account are copied to Reply cnelson buildingtech com the User Accounts when they are created If all user accounts share similar settings it s beneficial to always fill out the System Account out even if you have more than one user SMTP Server smtp netregistry net SMTP Port 465 Authentication None Encryption None SSL Signature User Accounts To create a new user email account first create a user record in iProjects then login as that user Then within the Email Module under Settings gt User Accounts click the New button to the left This list on the left is where the email accounts are shown for the user currently logged on Click Configure to manage each account User Accounts System Account User Settil Name Address New Configure Delete Configure 5355 pe Delete jsinclair buildingtech com Configure
6. 1 03 p15 Projects UserGuide 2 2 Compose cnelson buildingtech com sense nen nen PE annnnnnnnnene nen eee enne enn PT bennnnnnnnndannnnnnnane ene e eee EES EEEEEEEEEEEEEEEEE ESSE ESE ES ESEEEEEEEEEEEEEEE SEES ESSE EEE TEESE EEEEEEEEEEEEEE EEE EEE EES ESEEEEEEEEEEE ESSE ESSE ESE EEE EEEEEEEEEEEEEEEEEEE SEES EERE EEEEEEEEEEEEE SEES EEE ESEE EEE ES ESEEEEE EEE SEES EEE EEE EEE EERE EEE ED Attach Attachment Name Type Size MegatowersTraining8ample PF17 pdf pdf 274 93 KB View filewin C Users James AppData Local Ten Compose SEND Save As Draft Format From cnelsonQbuildingtech com Recent amp F To info megatowers com lt CC lt BCC lt Subject Project 11 PF17 Rec Attachments Assignment Client Proj Megatowers Training Sample Assign Category Internal Proj Assign Contact Fantasy Projects Form Type PF17 You can create these types of emails where an attachment is auto generated and assigned from the PF Forms CF Forms Checklists amp Teamwork Email User Manual v3 11 03 p 16 UserGuide 2 2 Receiving Email To receive or check for new email click the Check Email button Email for the selected account will be downloaded Unread email will be shown in bold in the list Once an email has been read it can be replied to then archived using the buttons at the top The buttons at the top also allow you to mark an email as read or unread or move an archived email back to the in
7. OP will download all email whilst with IMAP you can specify with folders called labels in gMail you want to download from Only unread email will be downloaded via IMAP as well Email User Manual v3 11 03 p6 UserGuide 2 2 TIP If you wish to prevent personal email being downloaded into iProjects simply create a rule on your email server to assign a particular folder to them Then within iProjects do not select this folder to download email from TIP If you are switching email clients to using iProjects then mark all the emails you wish to be available in iProjects as unread and assign them to a particular folder on your email server Then select this folder to download email from within iProjects General Outgoing Incoming IMAP Folders POP Settings Mode POP OIMAP Leave Messages On Server Username cnelson pbuildingtech com Delete Messages From Server Manage Password Delete After Days 7 POP Server pop netregistry net PMP Part 44n There is an IMAP setting which by default will mark email as read on your email server once it s been downloaded into iProjects You can turn this off but the next time that account is checked for new email the same email will be downloaded again unless marked as read within another email client IMAP Folders If you are receiving email using IMAP you can configure which folders to receive from on this tab You will first need to setup your Incoming IMAP details correctly as
8. UserGuide 2 2 Email User Manual V2 2 iProjects v3 11 03 Fully integrated email design management and project management Extremely efficient project Communication tools Different better Email User Manual v3 11 03 pi UserGuide 2 2 Contents CONTON EEE EE REE EN NE NE EEE ER 2 Ho 4 eee 0 REE ENE 5 SSE LE Ale CO IN EE EE NE SE EE NE 5 RISER ACC oE pi P E P E E E A T P A E A A AEN E P A A E 5 NET 6 VEE tes ss cciseceratserincc scarce ps essai ce cette erste tos oases enc gaat ee ones ee aetaneeneuneaeeee 6 MEOD TAD RE EEE eT te neon Pr nee mre DT nT mn Oe NE 6 MP vr 7 VE NNN 8 NN ENE 9 STEN Ve 9 VENTUS 9 Limit Management List To X DH Save keniret 9 MENNENE 9 6 EE EE tndeeaesasectact 9 ENN 10 MN 11 FEU EEE EEE EEE EEE EE EE EE NE TE 11 WINS OY REE NE cacy seaqGneu gooesaemtescete 11 EN 11 Be EE EEE EE EE SE EE 11 IV 11 FOON U 3 pe en rer er tera er Ee Dn eC Pee eee eee eee een 11 Pl 12 COM AGT 1 EEE EE EEE 12 Ge KN ME NE 12 FOET S soseen E E E E E E aes sca E E E E E 12 0 AE EEE EEE EEE E EE 12 Se NEA AI EEE EN DN TE 14 COMIDO OE EEE ENE SE EEE NE 14 Assigning Email AOONCSSOS eieren 14 Email User Manual v3 11 03 p2 UserGuide 2 2 MINNE 14 NNN 15 GS a new email roma COM EEE EE 15 Creating a new email from a Project ccceeecccsseccseccceececseceencceenceceeeeseeeceaeeceseucessusessneceenecessesenenes 15 Creating a new email from NN 15 RECENTE EI dl a A E A E E EN 17 MINN 17 Email Address From Sender N
9. Your Default account will be used for the From field but you can change it to any of your other accounts You can Send the email save it as a draft for continuation later or discard delete the email Assigning Email Addresses There are four methods to assign an email address to the distribution fields To CC amp BCC Recent amp Fav Contacts Other Contacts User Accounts The first method is to select an email address already used by clicking into any of the distribution fields and start typing Any used address that matches the letters you ve typed will be displayed ready for selection The second method is to use the Recent amp Fav Contacts tab to the right Here you can select an address used to send an email in the last 30 days recent or use the address of one of your favourite Contacts Selecting a recent or fav address in the first row of field will automatically copy it into the To field appending it to any existing addresses Selecting an address from the second row will append it to the CC field and the third into the BCC field The third method uses the Other Contacts tab and enables you to append any Contact email address in the database Here use the To CC amp BCC links to append the address to the desired field The forth method enables you to append the email address of other staff members from the User Accounts tab Email addresses who have configured Email Accounts within the iProjects Ema
10. box TIP Archiving removes the email from your Inbox The idea is that once you ve actioned an email you archive it straight away Thereby the only emails in your inbox are those that require action Of course you may choose not to use this approach You can instead mark emails that require action as Follow Up Archived emails still exist in the All Email section as well as against any Contact Project and or category you ve assigned it to You can also locate the email by performing a find If for some reason that email requires action again you can click the Move To Inbox button to bring it back into the Inbox section The Delete button should only be used for spam all other email should be kept This is to ensure a record of the email that can always be accessed Attachments You can view the attachments for an email or use the Save As buttons to save them If the email has been assigned to a Project and that Project has a Save As Folder specified that folder will be used by default to save the attachments but you can change it to use any folder such as your desktop If the Email is assigned to a Category instead of a Project then the Categories Save As Folder will be used by default Attachments P Attachment Name Path Import log IC Documer TIP All attachments for all emails for all users are stored in the location specified in System Settings Email Address From Sender Not In Database If the emai
11. d filter in the middle and the selected email on the right on the Read or Compose tabs Filters On the left of the screen is a list of filters Selecting one will change the list of emails displayed in the middle column To select a filter simply click it Then email for that filter for the selected Account displayed at the top of the middle column will be shown Inbox sent Mail Draft Mail 14 All Mail Follow Up Project Contact Category Folder Brown Consulting D amp C Proposal s Projects website gt Resources Megatowers Training Sample s Inbox The Inbox displays all email not archived Most of the time this will be unread email you ve just received The number of unread email will be displayed next to the filter link Sent Mail Sent Mail displays all email sent for the selected account Draft Mail Draft Mail displays any email composed but not sent You can continue writing a Draft Email by selecting it in the middle column and then clicking the Edit Draft button to the right All Mail Once email has been archived it can be found in the All Mail filter Follow Up Any email that requires action later can be marked as Follow Up Email User Manual v3 11 03 p 11 UserGuide 2 2 Project Filters Your list of favourite Projects are shown enabling you to find email for that Project quickly by selecting it If you wish to find email for a Project that s not one of your favourites you can use the
12. e right the type is displayed In or Sent the date amp number of attachments You can also click the Star to mark the email as a Follow Up Email User Manual v3 11 03 p12 UserGuide 2 2 Also for each email one assignment detail is shown with a blue hyperlink You can click this to toggle between the other assignment details that are Project Contact Category IMAP Folder amp Form Type e g PF17 The Project assignment details is the default As the volume of email can be quite extensive this list could become quite long and difficult to manage A limiter in System Settings prevents email after a certain date to be displayed All email after this date can still be accessed however via the Click here link Email sent received or created after 19 03 2012 will not be shown above Click here to show all email Selecting an email in the list will display it to the right For the selected email you can reply to it amp forward it TIP You can select an email in the Read tab and write a new email in the Compose tab allowing you to toggle between the two thereby allowing you to refer to an email whilst composing its response Email User Manual v3 11 03 p13 UserGuide 2 2 Sending Email Compose To compose a new email click the Compose button on the left of screen This will show the new email in the Compose tab You can refer to an existing email when composing by selecting another email on the Read tab TIP
13. g Paths The iProjects email module has one set of paths for attachments amp rich content for all users This is to ensure each user access the same files However when using iProjects outside of its normal environment for example if demoing the system from your laptop another set of paths needs to be set for the new environment To facilitate this in Settings on the Save Load Paths tab each user can save and then load 2 sets of paths for example one for a local environment and one for a network environment Emails associated with the normal environments paths will still not be accessible but new emails will be For each set you can save and then load the Attachment Path Rich Content Path and the Save As Folder for one Project and Category To save a Project or Category select one from the drop down lists User Accounts System Account User Settings System Settings Save Load Paths You can save amp load system paths This is useful for when using iProjects locally during demos for example Each user can save sload 2 sets For each set you can specify one Project amp one Category Set 1 Set 2 Save Load Save o av a Project PC Project PC Project Mac Project Mac Email User Manual v3 11 03 p 24
14. il module will be displayed here Attachments You Can assign one or more attachments to each email by using the Attach button For each attachment its details including name amp size are shown Email User Manual v3 11 03 p 14 Projects UserGuide 2 2 Attachments Attach Attachment Name Type Size Path VA RHDSetup log log 242KB filewin C RHDSetup log Assignment You can assign the new email to a Project Contact or Category If you have created a new email from a Contact or Project form this assignment will be done automatically Attachments Assignment Client Pro Assion categ09 TT Internal Proj Assign Contact Form Type Creating a new email from a Contact From within the Contacts Module you can create a new Email by clicking the icon next to their email address Email Addresses ist Email used when sending from email tab 1 l Work cnelson buildingtech com Creating a new email from a Project From within the Projects Module you can create a new Email for the Project s Contact by clicking the Email Address link on the Detail screen Email Address Creating a new email from a Form From any form you can click the Email link at the top to create a new email The form will be converted to a pdf and attached to the email The Contact Project amp Form Type e g PF17 will be automatically assigned If the Project has an Email address it will be used for the To field Email User Manual v3 1
15. l address from the sender of the email is not in the Contacts Database it will be highlighted in red From footytips com au lt theteam footytips com au gt If it s not a SPAM email you may wish to create a Contact for that email address so future emails will be assigned correctly To create a new contact click the New link on the Assignment tab next to the Contact field You will then be prompted to enter the Contacts details info from the email will be used by default Email User Manual v3 11 03 p17 Projects UserGuide 2 2 footyt From ps com au lt theteam footytips com au gt Email User Manual v3 11 03 p 18 UserGuide 2 2 Restricted Email In System Admin gt Users you can select which User can manage amp see restricted email EI Email 122 Access Find Email 24 go Manage amp See Restricted Email 126 lili Those that can manage Restricted email will be able to mark email as restricted and see restricted email Those that can t will see a No Access sign when attempting to view Restricted email Email User Manual v3 11 03 p 19 UserGuide 2 2 Finding Email As well as being able to filter email using the links on the left of the Management screen you can also Find email based on any of the fields by clicking the Find button This will take you to the Find screen where you can create your Find requests om Mine Priority nen Restricted JERN ee Contac
16. l body at once by clicking the View In Detail screen link at the bottom of the Management screen Email User Manual v3 11 03 p21 Projects UserGuide 2 2 Email For Projects The Email tab in the Projects Module shows email assigned to that Project By default only email for your default account is shown but you can see email from another one of your account or email form all users if required Contacts Projects Delete Find ModifyFind Fina All Show Email For cnelson buildingtech com All Default Date Contact From Mon 2 Apr 2012 Fantasy Projects cnelson buildingtech com Click an email to view it in the Email Module Email User Manual v3 11 03 p 22 Projects UserGuide 2 2 Email For Contacts The Email tab in the Contacts Module shows email for that Contact either via assignment or via related From Too or BCC address By default only email for your default account is shown but you can see email from another one of your account or email form all users if required Contacts Projects Delete Find Modify Find Find All Show Email Show Email For cnelson buildingtech com All Default Date Project From Mon 2 Apr 2012 Megatowers Training Sample cnelson buildingtech com i Mon 2 Apr 2012 cnelson buildingtech com Mon Anr 201 cnelson buildinotech com Click an email to view it in the Email Module Email User Manual v3 11 03 p 23 UserGuide 2 2 Saving amp Loadin
17. n must be setup the same for each user on each platform So for example if the location is specified as FileServer iProjectsEmailAttachments on one PC then this exact same location must be available to all other users at that same path Because PCs and Macs specify paths differently iProjects has a placeholder for each platform To specify a PC path you must be on a PC and vice versa Email User Manual v3 11 03 p9 UserGuide 2 2 Categories As well as being able to assign Emails to Contacts and Projects you can also assign them to Categories This can be on conjunction with the Contact Project assignment or instead of You may wish to assign Email to categories when they relate to an internal aspect of your organisation and a Project for that does not exist e g HR Assigning an email to a category makes it easier to find at a later date You can also specify a Save As Folder to each category All attachments will be downloaded to the Attachments Path specified in System Settings but when you click Save As against each Email this Save As Folder will be used by default if that Email has been assigned to that category and not assigned to a Project which have their own Save As Folders Email User Manual v3 11 03 p 10 UserGuide 2 2 Managing Email The main screen in the iProjects Email Module is the Management screen It is broken into three sections a list of filters on the left a list of email for the selecte
18. ot In Database rarrrnnanrnnanernnnernnernnnnnennnnsnnnnsnnnnsnnnnnnnnunsnnunsnnnnsnnnnnes 17 Red 19 PVCS inl A EEE EE NT 20 ENN 22 TN 23 ENN 24 Email User Manual v3 11 03 p3 UserGuide 2 2 Introduction The iProjects Email Module allows you to send and receive email Both POP amp IMAP protocols are supported when receiving email The Dacons Mailit amp Troi File FileMaker plugins are required iProjects Email has these main features e Each user can have one or more accounts e Send amp Receive plain text rich text or html email e Familiar gMail like interface e Filter email via Project favourite or selected Contact favourite or selected Category user defined or IMAP Folder e Find email using any field e Restrict sensitive email to management staff only e One click sending of forms e View all email within a Project or Contact e Save attachments to default folders This manual assumes that you e Have placed the FileMaker plugins in the correct location e Understand the basic operations of iProjects e Enabled POP and or IMAP for your email account s with your email provider e Have your POP IMAP details from your email provider e Have configured your folders labels so that they re available via IMAP Email User Manual v3 11 03 p4 Projects UserGuide 2 2 Account Setup System Account Each user can have one or more email accounts When a new Email account is created the details from
19. search box towards the bottom left Simply enter part or all of the Project name and select it when it appears You can also mark that found Project as a Favourite for quick retrieval next time Search on Project Name Book venue for Perth training Contact Filters Your list of favourite Contacts are shown enabling you to find email for that Contact quickly by selecting it If you wish to find email for a Contact that s not one of your favourites you can use the search box towards the bottom left Simply enter part or all of the Contact name and select it when it appears You can also mark that found Contact as a Favourite for quick retrieval next time Shaun Cotter Insightful Systems Shaun Lockyer Arkhefield Shaun McCabe SKM S2F QLD Categories You can filter email assigned to a certain Category from this list Folders You can filter email assigned to a certain IMAP Folder from this list Email List The middle column displays the list of emails for the selected filter on the left such as Inbox for the selected Account specified at the top You can also view email for All accounts at once Read Compose cnelson buildingtech com All Julia Le lt juulia live com au gt In 27 03 12 SEEK Application For Events Cadys Falls James Moore In 27 03 12 Email File Charles Each email in the list has the email address at the top followed by the subject on the 2nd line followed by the Body on the 3 line To th
20. t TG sent I GT on A JE Received EE or bn Archived _ Time a 2 RR Attachment Count eee aina NS attachment Name ETT Folowup 7 sn gt Read 1 ee UnRead E Category amp r m IMAP Folder iQ The Mine links enable you to quickly Find email From or To your default account TIP The symbol is a special character in FileMaker so prefix your find using email addresses with Once you have found your emails you will be presented with the results on a list screen Email Contacts Projects Show Mine Show All Management Assignmet To From 132 12 Sent jsinclair buildingtech cpm cnelson buildingtech com 132112 Sent jsinclair buildingtech com cnelson buildingtech com Selecting an email will take you to the Detail screen where you can read the email or cycle through the other emails in the list using the First Previous Next amp Last button at the top left Contacts Projects Previous From cnelson buildingtech com To jsinclair buildingtech cpm Contact Subject Test Email iProjects Plain Text Hi Guys Email User Manual v3 11 03 p 20 UserGuide 2 2 Click the View In Management Screen link at the bottom to view the email in the Management screen so you can action it TIP You can view any email in the Detail screen where more room is provided to see the entire contents of the emai
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